OpenText Cloud Fax - OpenText File 360 Integration and Automation

Common Integration Use Cases Between OpenText Cloud Fax and OpenText File 360

1. Secure fax-to-file archiving for regulated records

Data flow: OpenText Cloud Fax ? OpenText File 360

Incoming faxes such as referrals, signed consent forms, claims documents, legal notices, and government correspondence can be automatically routed into OpenText File 360 for secure storage and controlled access. This creates a governed digital record with retention, auditability, and version control.

Business value: Reduces manual filing, improves records management, and ensures faxed documents are available to authorized teams without relying on email inboxes or paper archives.

2. Controlled outbound document distribution with secure file sharing

Data flow: OpenText File 360 ? OpenText Cloud Fax

Teams can store approved documents in OpenText File 360 and send them by fax when recipients require a faxed copy for compliance or operational reasons. Examples include contracts, medical records, insurance forms, and court filings. The file is pulled from the governed repository, faxed securely, and the transmission record is retained.

Business value: Supports compliance-driven delivery while avoiding duplicate document handling and reducing the risk of sending outdated versions.

3. External collaboration package for faxed documents

Data flow: OpenText Cloud Fax ? OpenText File 360 ? external users

Organizations can receive faxed documents into OpenText File 360, classify them, and share selected files with external partners through secure File 360 links instead of re-faxing or emailing attachments. This is useful for claims adjusters, law firms, suppliers, and care coordinators who need controlled access to supporting documents.

Business value: Improves turnaround time for cross-organization workflows and reduces the operational burden of repeated fax exchanges.

4. Fax request and response workflow for case management

Data flow: Bi-directional

Case workers, patient services teams, or legal staff can store case files in OpenText File 360 and fax specific documents when a third party requests them. Returned documents, such as signed forms or supplemental evidence, are received through OpenText Cloud Fax and automatically added back into the same File 360 case folder.

Business value: Creates a closed-loop process for case handling, improves traceability, and keeps all related documents in one governed location.

5. Secure document intake from fax into collaboration workspaces

Data flow: OpenText Cloud Fax ? OpenText File 360

Departments that rely on fax for intake, such as HR, procurement, healthcare administration, and public sector offices, can route incoming faxed forms directly into team workspaces in OpenText File 360. Authorized users can then review, annotate, and share the documents internally without printing or re-scanning.

Business value: Speeds up intake processing, reduces paper handling, and gives teams a shared, auditable workspace for document review.

6. Compliance-ready document exchange with audit trail

Data flow: Bi-directional

When sensitive documents must be exchanged with external parties, OpenText File 360 can manage access permissions, expiration, and audit logs, while OpenText Cloud Fax provides a compliant transmission method for recipients who only accept fax. The organization can track who accessed the file, when it was faxed, and whether the transmission succeeded.

Business value: Strengthens governance across both digital and fax-based channels and supports audit and regulatory reporting requirements.

7. Exception handling for secure file sharing failures

Data flow: OpenText File 360 ? OpenText Cloud Fax

If an external recipient cannot access a shared file link due to policy restrictions, technical limitations, or preference for fax, the same document can be automatically sent through OpenText Cloud Fax as an exception path. This is especially useful for time-sensitive documents such as approvals, notices, and signed forms.

Business value: Prevents workflow delays, reduces manual rework, and ensures critical documents reach recipients through an acceptable channel.

8. Centralized retention and lifecycle management for faxed and shared documents

Data flow: OpenText Cloud Fax and OpenText File 360 into shared governance processes

Fax transmissions and shared files can both be captured in OpenText File 360 for unified retention, legal hold, and disposition policies. This allows records teams to manage faxed correspondence and shared documents under the same governance framework.

Business value: Simplifies compliance operations, reduces records management complexity, and ensures consistent lifecycle control across document channels.